Project Information

Bid Title

Inmate Communication Services

Issuing Agency

Knox County

Location

Tennessee

Published Date

May 27, 2026

Closing Date

Jun 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

3722

Original Source

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Bid Documents

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Project Description

Name of Solicitation	Number	Deadline Due Date	Buyer	Attachments
Inmate Communication Services	3722	06-02-26	Robert Mackey (865) 215-5754	Click Here for the Solicitation Click Here for the Other Click Here for the Addendum I

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The Procurement Division of Knox County, Tennessee will receive sealed proposals for the provision of Inmate

Communication Services as specified herein. Proposals must be received by 2:00 p.m. on June 2, 2026. Late

Proposals will neither be considered nor returned.

Deliver Proposals To:

Proposal Number 3722

Knox County Procurement Division

1000 North Central Street, Suite 100

Knoxville, Tennessee 37917

The Proposal Envelope must show the Proposal Number, Proposal Name & Proposal Closing Date.

SECTION I GENERAL TERMS AND CONDITIONS

1.1 ADDITIONAL INFORMATION: Knox County wants requests for additional information routed to Robert

Mackey, CPPB, Senior Buyer, at 865-215-5754, or emailed to robert.mackey@knoxcounty.org. If you have

not heard from the Buyer in a reasonable amount of time, please call for further assistance. Information about

the Knox County Procurement Division and current proposals may be obtained on the internet at

www.knoxcounty.org/procurement.

1.2 ACCEPTANCE: Vendors shall hold their price firm and subject to acceptance by Knox County for a period of

ninety (90) business days from the date of the Proposal opening, unless otherwise indicated in their Proposal.

1.3 ALTERNATIVE PROPOSALS: Knox County will not accept alternate Proposals (those not equal to

specifications) unless authorized by the Request for Proposals (RFP).

1.4 AUDIT HOTLINE: Knox County has established an Audit Hotline to report potential fraud and waste. To report

potential fraud, waste, or abuse, report online by accessing https://www.knoxcounty.org/audit/hotline.php.

Vendors are hereby cautioned that this Audit Hotline does not replace the Award Protest Procedures

found in Section VI, Item M of the Knox County Procurement Regulations.

1.5 AWARD: Award will be made to the most responsive, responsible proposer(s) meeting specifications which

presents the product or service that is in the best interest of Knox County. Knox County reserves the right to

award this proposal on an all-or-none basis, line-item basis, or schedule basis. Knox County also reserves the

right to not award this Proposal. The evaluation criteria are listed herein.

1.6 BUSINESS OUTREACH PROGRAM: The purpose of this program is to increase the opportunity for

companies doing business with Knox County by encouraging participation through site visits, providing

education and support regarding policies and procedures, and actively recruiting all interested suppliers.

1.7 CONFLICT OF INTEREST: Vendors must have read and complied with the “Non-Conflict of Interest" statement

provided in the vendor registration process prior to the opening of this solicitation.

1.8 COPIES: Knox County requires that Proposals be submitted as one (1) marked original and one (1) exact copy.

An electronic copy, in one (1) complete file, is also requested on a USB flash-drive.

1.9 DECLARATIVE STATEMENTS: Any statement or words (e.g.: must, shall, will) are declarative statements

and the vendor must comply with the condition. Failure to comply with any such condition will result in the

proposal being considered non-responsive and disqualified.

1.10 ELECTRONIC TRANSMISSION OF PROPOSALS: Knox County's Procurement Division will not accept

electronically transmitted proposals through the County’s online Procurement system. Facsimile and email

submission are strictly prohibited.

1.11 HOW TO DO BUSINESS: Knox County utilizes a web-based Procurement software system, “KnoxBuys.” The

system provides our clients (vendors, county departments and the citizens of Knox County) with a more

enhanced and end-user-friendly means of accessing our services. The system allows for on-line vendor

registration and maintenance, electronic receipt of purchase orders, on-line retrieval and submittal of quotes,

bids, and proposals for our vendor-clients and online requisitioning and receiving for our county departments.

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In order for the County to maximize its investment and minimize the cost associated with office operations we

need your help. When doing business with Knox County we are urging you to please go to our website at

www.knoxcounty.org/procurement, register as a vendor in our on-line Procurement system, “KnoxBuys,” if you

have not done so and whenever possible to conduct your business with the County through this site. If you

have any questions, please contact the Procurement Division Representative listed in subsection 1.1 of this

document.

1.12 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the proposer in the

preparation of their proposal.

1.13 NON-COLLUSION: Proposers, by submitting a signed proposal, certify that the accompanying proposal is not

the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the

same line of business or commerce, or any other fraudulent act punishable under Tennessee or United States

law.

1.14 PAYMENT METHOD: Knox County utilizes two (2) methods of placing orders for products. The first is the use

of Purchase Orders. These Purchase Orders will be issued from Knox County Procurement Division via the

method selected by the vendor during registration. The Purchase Order will detail the quantity, specific

items(s) and the contracted price for each item.

The second method is the use of the Knox County Credit Card (VISA). Orders placed with the credit card will

list the same information as the Purchase Order.

Vendors will be given the card information and approval to process the transactions by the requesting

department. Vendors must indicate in their proposal response if the vendor will accept the Knox County Credit

Card (VISA) as a form of payment. Proposers are prohibited from charging Knox County any type of merchant

fee from their financial institution to accept this type of payment.

1.15 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from

possessing any weapons on Knox County property without prior written consent from the County. In the case

of a vendor whose Contract requires possession of firearms or other weapons to successfully complete their

Contract, vendor must provide personnel who are bonded to bear said weaponry.

1.16 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to

process invoices for payment.

1.17 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Vendors must, upon request, furnish satisfactory

evidence of their ability to furnish products or services in accordance with the terms and conditions of these

specifications. Knox County will make the final determination as to the vendor’s ability.

1.18 PROPOSAL DELIVERY: Knox County requires respondents, when hand delivering submittals, to time and

date stamp the envelope before depositing it in the bid box. Knox County will not be responsible for any lost or

misdirected mail sent by common carrier, nor will Knox County be responsible for submittals delivered to

addresses or Suites other than the delivery address and Suite specified at the top of this solicitation. The time

clock in the Procurement Division shall serve as the official record of time.

Responses must be in a sealed envelope/box prior to entering the Procurement Division office.

Procurement Division personnel are not allowed to see the submittal nor assist in placing documents

in an envelope/box. Additionally, the Procurement Division is not responsible for providing materials

(e.g. envelopes, boxes, tape) for submittals.

1.19 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further

recycling efforts, request that proposals being submitted on paper shall:

1.19.1 Be submitted on recycled paper;

1.19.2 Not include pages of unnecessary advertising;

1.19.3 Be made on both sides of each sheet of paper.

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1.20 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective proposer to

review the entire Request for Proposal packet and to notify the Procurement Division if the specifications are

formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding

the specifications or proposal procedures must be received in the Procurement Division by May 19, 2026 @

4:30 p.m. local time. These requirements also apply to specifications that are ambiguous.

1.21 SIGNING OF PROPOSALS: In order to be considered, all proposals must be signed. Please sign the

original in blue ink. By signing the proposal document, the vendor acknowledges and accepts the terms and

conditions stated in the proposal document.

1.22 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon

request.

1.23 TITLE VI OF THE 1964 CIVIL RIGHTS ACT: “Nondiscrimination in Federally Assisted Programs”—“No

person in the United States shall, on the ground of race, color, or national origin, be excluded from participation

in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal

financial assistance.” 42 U.S.C. Section 2000 et seq. It is the policy of Knox County Government that all its

services and activities be administered in conformance with the requirements of Title VI.

1.24 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox

County, or closures at the direction of the Knox County Mayor, the Procurement Division will enact the

following procedures in regard to solicitations and closures:

• If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business

day, all solicitations due that same day will be moved to the next operational business day.

• Other unforeseen circumstances shall be at the sole discretion of the Procurement Director.

• Knox County shall not be liable for any commercial carrier’s decision regarding deliveries during any

unforeseen circumstances.

1.25 USE OF PROPOSAL FORMS: Vendors must complete the Proposal forms contained in the Proposal

package. Failure to complete the Proposal forms may result in Proposal rejection.

1.26 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or

services from other sources and hold the defaulting vendor responsible for any excess costs occasioned

thereby. Should vendor default be due to a failure to perform or because of a request for a price increase,

Knox County reserves the right to remove the vendor from the County's proposer’s list for twenty-four (24)

months.

1.27 VENDOR REGISTRATION: Prior to the opening of this proposal, ALL PROPOSERS MUST be registered with

the Procurement Division. Please register online at our website at www.knoxcounty.org/procurement and click

on “KNOXBUYS,” and then “Online Vendor Registration”. Vendors must be registered with the Procurement

Division prior to submitting their proposal. Knox County shall not be responsible for technical difficulties

experienced by vendors trying to register less than twenty-four (24) hours prior to the proposal closing time.

1.28 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities

when it is in the best interest of Knox County.

SECTION II OBLIGATIONS, RIGHTS AND REMEDIES

These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other

terms and conditions it deems appropriate and necessary under the circumstances to protect the public’s trust.

2.1 ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications, or additions to

this Contract shall be binding on Knox County without the prior written approval of the County.

2.2 APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any

fiscal year, or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon

the expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first,

with no further obligations owed to or by either party.

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2.3 ASSIGNMENT: Contractor shall not assign or subcontract this agreement, its obligations, or rights hereunder

to any party, company, partnership, incorporation, or person without the prior written specific consent of Knox

County.

2.4 BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other

evidence pertaining to the goods and services provided under this Contract and make such materials available

at its offices at all reasonable times during the Contract period and for five (5) years from the date of the final

payment under this agreement for inspection by County or by any other governmental entity or agency

participating in the funding of this agreement, or any authorized agents thereof; copies of said records to be

furnished if requested. Such records shall not include those books, documents and accounting records that

represent the Contractor's costs of manufacturing, acquiring, or delivering the products and services governed

by this agreement.

2.5 CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this

Contract that have been manufactured or assembled by child labor.

2.6 COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and

comply with all Federal, State, and Local laws, statutes, ordinances, and regulations in any manner affecting

the provision of goods and/or services, and all instructions and prohibitive orders issued regarding this work

and shall obtain all necessary permits.

2.7 DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or

conditions of any documents referenced and made a part hereof, Knox County may terminate this Contract, in

whole or in part, and may consider such failure or noncompliance a breach of Contract. Knox County expressly

retains all its rights and remedies provided by law in case of such breach; and no action by Knox County shall

constitute a waiver of any such rights or remedies. In the event of termination for default, Knox County

reserves the right to purchase its requirements elsewhere, with or without competitive proposals.

2.8 GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the

Laws of the State of Tennessee without regard to principles of law, including conflicts of law, of any other

jurisdiction, territory, country, and/or province. Any dispute arising out of or relating to this agreement shall

exclusively be brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party

consents to personal jurisdiction thereto and waives any defenses based on personal jurisdiction, venue, and

inconvenient forum.

2.9 INCORPORATION: All specifications, drawings, technical information, Request for Proposal, Proposal, Award

and similar items referred to or attached or which are the basis for this Contract are deemed incorporated by

reference as if set out fully herein.

2.10 INDEMNIFICATION/HOLD HARMLESS: Contractor shall indemnify, defend, save, and hold harmless Knox

County, its officers, agents and employees from all suits, claims, actions, or damages of any nature brought

because of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers,

agents, or employees or due to any negligent act or occurrence or any omission or commission of Contractor,

its subcontractors, suppliers, agents, or employees.

2.11 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as

independent contractors and that Knox County shall not be responsible for any payment, insurance, or

incurred liability.

2.12 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until Knox County inspects and

formally accepts the goods and/or services. The terms, conditions and timing of acceptance shall be

determined by Knox County. Knox County reserves the right to reject any or all items or services not in

conformance with applicable specifications, and Contractor assumes the costs associated with such

nonconformance. Acceptance of goods or services does not constitute a waiver of latent or hidden defects or

defects not readily detectable by a reasonable person under the circumstances.

2.13 IRAN DIVESTMENT ACT: By submission of this Proposal, each proposer and each person signing on behalf

of any proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own

organization, under penalty of perjury, that to the best of its knowledge and belief that each proposer is not on

the list created pursuant to Tennessee Code Annotated § 12-12-106.

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2.14 LIMITATIONS OF LIABILITY: In no event shall Knox County be liable for any indirect, incidental,

consequential, special, or exemplary damages or lost profits, even if Knox County has been advised of the

possibility of such damages.

2.15 NO BOYCOTT OF ISRAEL: Pursuant to Tennessee Code Annotated Title 12, Chapter 4, Part 1, by

submission of a response to this solicitation, each proposer and each person signing on behalf of any

proposer certifies, and in the case of a joint response each party thereto certifies as to its own organization,

under penalty of perjury, that to the best of its knowledge and belief that each proposer is not currently

engaged in, and will not for the duration of the contract engage in, a boycott of Israel.

2.16 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT: Contractor agrees that no person on the

grounds of handicap, age, race, color, religion, sex, national origin, or any individual trait or characteristic

found to be an illegal consideration shall be excluded from participation in, or be denied benefits of, or be

otherwise subjected to discrimination in the performance of this agreement, or in the employment practices of

vendor. Contractor shall upon request show proof of such non-discrimination and shall post in conspicuous

places available to all employees and applicants notices of non-discrimination. Contractor covenants that it

complies with the Fair Wage and Hour Laws, the National Labor Relations Act, and other federal and state

employment laws as applicable. Contractor covenants that it does not engage in any illegal employment

practices.

Contractor covenants that it has no public or private interest and shall not acquire directly or indirectly any

interest that would conflict in any manner with the provision of its goods or performance of its services.

Contractor warrants that no part of the total Contract amount provided herein shall be paid directly or indirectly to

any officer or employee of Knox County as wages, compensation, or gifts in exchange for acting as officer,

agent, employee, subcontractor, or consultant to Contractor in connection with any goods provided or work

contemplated or performed relative to the agreement.

2.17 ORDER OF PRECEDENCE: In the event of inconsistent or conflicting provision of this Contract and

referenced documents, the following descending order of precedence shall prevail: (1) Written Contract, (2)

Request for Proposal, (3) Proposal Response, (4) Award, (5) Special Terms and Conditions, (6) General

Terms and Conditions, (7) Specifications, (8) Drawings.

2.18 REMEDIES: Knox County shall have all rights and remedies afforded under the U.C.C. and Tennessee law in

Contract and in tort, including but not limited to rejection of goods, rescission, and right of set-off, refund,

incidental, consequential, and compensatory damages, and reasonable attorney’s fees.

2.19 RIGHT TO INSPECT: Knox County reserves the right to make periodic inspections of the manner and means

the service is performed or the goods are supplied and warehoused.

2.20 SEVERABILITY: If any provision of this Contract is declared illegal, void, or unenforceable, the remaining

provisions shall not be affected but shall remain in force and in effect.

2.21 TAX COMPLIANCE: Pursuant to Resolution R-07-1-903 passed by the Commission of Knox County,

Tennessee, Contractor hereby acknowledges, by submission of its Proposal or proposal and signature, it is

current in its respective Federal, State, County, and City taxes of whatever kind or nature, and is not

delinquent in any way. Delinquent status must be disclosed or risk debarment by the Knox County

Procurement Division.

2.22 TERMINATION: County may terminate this agreement with or without cause at any time, upon thirty (30)

calendar days’ written notice (email). In the event of termination by either party, fees due for services

satisfactorily performed or goods accepted prior to the termination date shall be paid.

2.23 WARRANTY: Contractor warrants to Knox County that all items delivered and all services rendered shall

conform to the specifications, drawings, proposal and/or other descriptions furnished and/or incorporated by

reference, and will be fit for the particular purpose purchased of merchantable quality, good workmanship, and

free from defects. Contractor extends to Knox County all warranties allowed under the U.C.C. Contractor shall

provide copies of warranties to the County upon request. Return of merchandise not meeting warranties shall

be at Contractor's expense.

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